enrutar is a highly configurable platform, since every company has its own way of working and we want that workflow to be represented as faithfully as possible in the system. To achieve this, we offer certain customizable entities. In this guide you will see what to change and how to change it to organize yourselves perfectly in enrutar.

Work Order Statuses

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Work Order Statuses are, as the name suggests, each of the stages where a Work Order can be found within its lifecycle. These statuses have a name and a color, and represent a column in the Kanban Board view. One status will be the default status — think of it as the initial status.

By default, enrutar comes with statuses for a typical installation or repair company. These statuses are:

• Pending Quote (default)
• Quote Approved
• In Progress
• Invoiced
• Paid

Under this framework, the lifecycle of a work order would be as follows:

• 1. A customer calls reporting a breakdown → We create the Work Order in enrutar with status Pending Quote.
• 2. We draft the quote[^1] and send it. The customer gives the go-ahead → We update the work order to Quote Approved.
• 3. We schedule the Appointment(s) → We update to In Progress.
• 4. We finish the work. We draft and send the invoice → We move to Invoiced.
• 5. The customer pays → We move the work order to Paid.

Finally, when a work order is considered finished, we recommend Archiving it, so it doesn't take up space in your board or list. See Work Orders.

In this example we can see different points where we could have more statuses. You might want to represent a Pending Invoice status between In Progress and Invoiced. Or perhaps your operators collect payment at the end of each appointment, so Invoiced could disappear. That's where the power of statuses lies — in making them yours.

Here's a different case: a cleaning company could have this status structure:

• Potential Customer (Default)
• Active - Weekly
• Active - Biweekly
• Active - Monthly
• Cancelled

Here, customers requesting information and trying out the service would be placed in Potential Customer. Once they subscribe to the service and choose the frequency, they would move to one of the three Active statuses, and would end up in Cancelled when the service is discontinued. This structure is more suitable for recurring appointments (maintenance, gardening, cleaning), in contrast with the transactional structure we saw earlier.

Work Order Tags

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Work Order Tags are used to classify work orders into different types. Unlike statuses, a Work Order can have multiple tags. Their main purpose is to make it easier to search and filter work orders on the platform.

Imagine an HVAC company. They could have the following tags related to the type of system to be serviced:

• Boiler
• Air conditioning
• Radiator
• Heat pump

They could also have tags related to the urgency of the intervention:

• High priority
• Medium priority
• Low priority

And they could even have some related to the type of service:

• Installation
• Maintenance
• Repair

Here we can imagine that each work order has up to 3 tags (one per type) — you could have a Boiler Installation with Low priority or a Radiator Repair with High priority.

Tags become very powerful when combined with the Filter System, as in just a few clicks you can find all work orders classified in one way or another.

Routes

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Routes are used to organize appointments. Generally, we understand that all appointments assigned to a route on the same day work as a block, so they will be carried out by the same operator or group of operators. This can help us plan workdays before assigning them, as we know which route it is but not who will do it.

There are different ways to organize routes:

• By type of work: an installation company might have employees who do estimates and others who do the actual work. You could have these routes:
  • Inspections 1
  • Inspections 2
  • Jobs 1
  • Jobs 2
• By geographical distribution: you might want to plan appointments by location to avoid long trips for operators. You could have:
  • North Madrid
  • South Madrid
  • East Madrid
  • West Madrid
• By vehicles: if you group your technicians you might want to split routes by van, for example:
  • Van 1
  • Van 2
  • Van 3

Once you have the routes planned, you can assign operators to the appointments.

Routes are not required to work with enrutar. You can work without them by simply assigning operators directly to appointments. Routes simply add an extra layer of customization.

Checklists

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Checklists are used for operators to validate that they have completed certain activities during the appointment. They are very valuable for verifying that key points of a job are fulfilled.

These checklists can be created manually when creating an appointment, which would work well for one-off tasks but requires time investment each time. For recurring work such as maintenance or installations, there is the option to create templates to simplify the process.

It's as simple as going to Settings > Checklist Templates and creating templates with the necessary items. For example, if you always install a specific air conditioning model that requires specific checks, you would create a template with the model name and one task per check. Once the template is created, you can assign it to any appointment you want.

Next steps

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Once your organization is configured, you will be quite familiar with the whole system. You can keep exploring the documentation, see Your day to day in enrutar or contact us with any questions.

Related entities

• Work Orders
• Work Order Statuses
• Work Order Tags
• Checklists
• Routes